1 Project Management PMBOK tle Ti Project Initiation

1 Project Management – PMBOK® tle Ti Project Initiation Dr Marc Conrad Office: D 104 – Park Square Marc. Conrad@beds. ac. uk 28. 11. 2020 Marc Conrad University of Bedfordshire 1

2 Project Management Processes (Initiation) Project Management Plan Initiation Scope WBS (definition) Project Charter Scope t c e j Pro ent Statem Cost Time Human Resources (estimates, …) (activity diagrams, …) (RACI matrix, …) • Also to consider: Quality, Risk, Communication, Procurement, Integration (PMBOK® knowledge areas)

3 Project Charter and Project Management Plan Terminology n tio c du ro nt • Terminology comes from the PMBOK® but similar documents exist in any project. Other terms used: ¨ Project Charter: Project Initiation Document, Project Mandate, Project Brief, Letter of Agreement, Statement of Work ¨ Project Management Plan: Strategy Plan, Project Execution Plan, Project Plan 28. 11. 2020 Marc Conrad University of Bedfordshire 3

4 Project Charter and Project Management Plan The Main Concept • Project Charter: Comes from “outside” the project and defines the project. ¨ Unchanged during the project. ¨ n tio c du ro nt • Project Management Plan: Owned by the project team. ¨ Constantly updated during the course of the project. ¨ 28. 11. 2020 Marc Conrad University of Bedfordshire 4

5 Two Processes in Project Initation n tio c du ro nt • Develop Project Charter • Stakeholder Analysis 28. 11. 2020 Marc Conrad University of Bedfordshire 5

6 The Project Charter (Definition) Example: Prince 2 PID • The project charter is a document that formally Example from www. cvr-it. com recognizes the existence of a project. It describes the product to be delivered and addresses the business need of the project. • The charter should be SMART: ¨ Specific ¨ Measurable • Typical contents: ¨ Achievable ¨ Project Title, Start & Finish Date ¨ Realistic ¨ Budget Information ¨ Time-specific ¨ Project Manager (contact address) ¨ Project Objectives ¨ Approach ¨ Roles and Responsibilities (Sign off) Example (Six Sigma Project Charter) Comments (from stakeholders) http: //www. slideshare. net/vicky_200835/six-sigma-project-charter 11/28/2020 2: 45: 38 Marc Conrad ¨ - University of PM Bedfordshire 6

7 Inputs to the PMBOK® Process “Develop Project Charter” Project statement of work, Business Case and/or Contract ¨ Enterprise environmental factors ¨ Organizational process assets ¨ Pr r rte ha t. C ec oj • Reasons for projects: ¨ Business need ¨ Product scope description Marc Conrad ¨ Strategic plan 28. 11. 2020 University of Bedfordshire 7

8 Example (Your Assignment) • You make media artefacts and integrated into Web 2. 0 context. Pr ¨ ec oj (Contract and/or Project statement of work) r rte ha t. C • You meet in the lab space at the University ¨ (Enterprise environmental factors) • You use PRINCE 2 ¨ (Organizational Process Assets)

9 Examples of Enterprise Environmental Factors Pr r rte ha t. C ec oj • Organizational or company culture and structure • Infrastructure, for example, existing facilities and capital equipment • Existing human resources • Personnel administration (e. g. hiring and firing guidelines, employee performance reviews) • Marketplace conditions 28. 11. 2020 Marc Conrad University of Bedfordshire 9

10 Organizational Process Assets Pr r rte ha t. C ec oj • Represents the organization’s processes and procedures and the organization’s learning and knowledge (“Lessons learned”), e. g. ¨ Organizational standard processes ¨ Standardized guidelines, templates, work instructions, evaluation criteria ¨ Project closure guidelines or requirements (e. g. audits) ¨ Financial control procedures ¨ Information about previous projects (and why they failed) ¨ Historical information (e. g. identified risk events) Marc Conrad ¨ … 28. 11. 2020 University of Bedfordshire 10

11 Stakeholder Analysis • Stakeholders are individuals, work groups and organizations that are actively involved in the project, or whose interests can be positively or negatively affected as the result of project execution or project completion. • Stakeholder analysis serves two purposes: ¨ to determine the information needs of the various stakeholders. ¨ to devise a communication strategy that will best serve the project. • See Kathy Schwalbe’s book for an example.

12 Example of a “Stakeholder Analysis” that went utterly wrong. • Scottish election fiasco, 2007, some quotes: ¨ Four per cent of ballot papers - 146, 000 in total - were rejected because voters were confused by the new system. ¨ […] politicians spent so long squabbling over the Holyrood voting system that the 2007 election was doomed to chaos. ¨ The voter was treated as an afterthought by virtually all the other stakeholders. ¨ Voters were overlooked as the most important stakeholders at every stage of the election. Source: http: //www. dailyrecord. co. uk/news/scottishnews/2007/10/24/alexander-says-sorry-for-election-fiasco-86908 -20001338/

13 Typical Roles and Responsibilities of Stakeholders • Project Sponsor ¨ the one with the money • Senior Management ¨ e. g. priorities between projects, project charter • Team ¨ Does Planning and Execution • Functional Manager: ¨ “owns” resources (IT, marketing, etc. ) • Project Manager ¨ The individual responsible for the project • Other Stakeholders ¨ Customer, external experts, …

14 Summary Su ry a mm • Difference between Project Charter and Project Management Plan • Two processes for Project Initiation Project Charter ¨ Stakeholder Analysis ¨ 28. 11. 2020 Marc Conrad University of Bedfordshire 14